Share Only Specific Mail Folders – UI options

February 15, 2020 | by iaur | posted as Configuration, Outlook 365

Sharing Specific Folder:

Scenario: “Domestic” want to share only three specific folders(Inbox, folder 1 and folder 2) in his mailbox in READ only mode to “Inbound”.

  1. Access OWA of the source. This can be done in OLK but it’s best to do it in OWA to avoid any cached conflicts.
  2. Right click the root folder which in this case is “Folder” and add “Inbound” with the appropriate permission

Note: It is important to add permission to the root folder for the desired results, regardless of your target folders.

Sharing a folder does not automatically share any subfolders. To share a subfolder, the primary folder must be shared first, and then you can set sharing permissions for a subfolder.”

https://support.office.com/en-us/article/share-a-folder-in-an-exchange-account-645b7a89-2c2e-42b0-92b6-97a703b406b3#ID0EAABAAA=Newer_versions

3. Perform step 3 for the rest of the desired folder and it should look like below.

4. It is also important to take note that, By default, your primary calendar is shared to the entire organization.

https://support.office.com/en-us/article/sharing-your-calendar-17b9026c-8299-4f8a-8da7-1b78463b8d68

Access the source mailbox calendar, set the permission of the “People in my organization” to not shared to achieve what is desired.

Also customize if needed.

5. Once done, allow 10 minutes for sync delay to complete.

Opening Specific Folder that was shared:

Since this is not a full blown type of delegations (AKA full-access mailbox permissions) Outlook Autodiscover will not enable automapping for the shared folders thus, it needs to be added manually.

OWA:

  1. Sign in to your account in Outlook Web App.
  2. Right-click your primary mailbox in the left navigation pane, and then choose Add shared folder. (Your name is on your primary mailbox.)
  3. In the Add shared folder dialog box, type the name or email address of someone who has shared a mailbox with you, and then select Add.

The shared mailbox displays in your Folder list in Outlook Web App. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then select Remove shared folder.

From <https://support.office.com/en-us/article/open-and-use-a-shared-mailbox-in-outlook-web-app-bc127866-42be-4de7-92ae-1ef2f787fd5c>

OLK:

1. Launch Microsoft Outlook and then select the File tab.

2. Next, select the Account Settings button. A drop-down menu displays.

3. Select Account Settings… from the drop-down menu. The Account Settings screen displays.

4. Select the Change… button, located near the center of the Account Settings screen. The Change Account window displays.

5. Select the More Settings… button. The Microsoft Exchange window displays.

6. Select the Advanced tab.

7. On the Advanced tab, select the Add… button. The Add Mailbox window displays.

8. Enter the name of the organizational or resource account you want to view in Outlook in the Add mailbox: field, and then select the OK button.

The organizational or resource account now appears below the folders list, located on the left side of the Outlook window.

From <https://dtsdocs.usc.edu/accessing-an-organizational-or-resource-account-via-outlook-2016 />  (NON MSFT resource, for visual reference)